Virtual Regeneration

Speaking at the VA Networking Seminar Series

I am very excited to announce that I will be one of the featured speakers at the first ever VA Networking Seminar Series.

Come on over and check us out - VAvirtuosos Seminar Series 2009

The Three Ps of Time Management

Albert Einstein cleverly explained that “the only reason for time is so that things don’t happen all at once.” You may be thinking, “Clearly he didn’t know how things go at my office.”

Actually, Einstein’s genius for creating universal theories does work in that comment as well. While you may think that by multi-tasking you can extend your time, what often happens is that you make careless errors and forget important tasks. The brain can only manage so much, no matter how many minutes pass on the clock. You can use time, plan time and manage time but you can’t stretch time.

 

That’s why you need to deal with the 3 P’s: procrastination, planning, prioritizing.

You might think it odd to begin with procrastination, what can that have to do with time management.

 

Actually, nothing destroys time management faster than procrastination. The typical procrastinator isn’t lazy, that’s a common misconception. Many highly intelligent and capable people procrastinate because they want to get everything just right.

 

If you wait until all things are perfectly aligned, then you may wait a long time. File that pile on your desk, sure you’ll do it when you have time to color code the files. Set up the client email list, yes, you’ll do it when you learn the newest software. That’s the sound of procrastination. When these simple tasks are not done, it’s the foundation for a train wreck of work left incomplete.

 

Taking time to plan helps overcome procrastination. Instead of the need to do all the work at once, create a plan that tackles those delayed jobs in thirty-minute intervals each day.

 

Then set up a plan to avoid starting the same problems over again. Not every task needs to be done every day. Set up lists of daily, weekly and monthly work tasks with an assigned day to do the weekly or monthly tasks.

 

Having a work plan is a sense of security that methods are in place to complete the necessary tasks. With each complete task, the sense of accomplishment pushes procrastination farther away.

 

Learning to prioritize time use is vital to get the most important tasks done even if everything does not get finished. Unless you have a small “to do” list, don’t expect all the items to be crossed off each day.

 

The best-structured work plan can be changed when new situations arise. If you don’t have practice in prioritizing regular work tasks, then you will be unable to make the fast break necessary to change the priority of today’s schedule when something more lucrative or imperative happens.

 

In simple terms, you prioritize anytime you decide that one task is now more important to do than the other one. Of course you have to set up some basics for making this choice. What is the priority in your business?

 

If you are a firefighter, then dropping everything and racing to the emergency is the priority. If you are a real estate agent, you may have to give up a Saturday afternoon out with friends when a good prospect wants to see a house.

 

Whatever type of work you do, you know which tasks are the genuine priorities and which can be done at another time. Be careful not to make everything a priority because then nothing is the priority and your time use is so crowded that nothing gets done well.

 

Einstein was right, don’t try to make everything happen at once. You’ll get frustrated, make mistakes and start to feel that time is your enemy when as the Pogo cartoon character told us, “We have met the enemy and it is us!”

 

Article provided by Andrea Kalli of www.virtualassist.net

Andrea Kalli Virtual, Trainer and Assistant, LLC

Merry Christmas from Our Family to Yours

Dear Kids....

Received this in an email today, and just had to share.....

Dear Kids,
 
Don't be alarmed- the world isn't coming to an end. I am simply taking a bath. It will take about thirty minutes and will involve soap and water. Yes, I know how to swim. Even if I didn't, forcing myself to drown in a half-inch of lukewarm water is more work than I've got energy for. (Which reminds me, I'm all for science projects, but the next time you want to see if Play-Doh floats, use cold water.)
 
Don't panic if I'm not out right on time. I've heard that people don't dissolve in water, and I'd like to test the theory. While I'm in the tub, I'd like you to remember a few things. The large slab of wood between us is called a door. Do not bang on it to hear my voice. I promise that even though you can't see me, I AM on the other side. I'm not digging an escape tunnel and running for the border, no matter what I said a while ago. I didn't mean it. Honestly. There will be plenty of time later to tell me about your day.
 
"Later" means at a time when I am no longer naked, wet, and contemplating the bubble gum in the blow dryer. I know you have important things to tell me. Please let one of them be that you have invented a new way to blow bubbles, not a new way to add gum to your hair.
 
Believe it or not, shouting, "TELEPHONE!" through the closed bathroom door will not make the phone stop ringing. Answer it and take a message. Since Amazing Mind-Reading Mom has the day off, you'll need to write that message down. Use paper and a pencil. Do not use your brother and the laundry marker. We can't send him to school with telephone-number tattoos.
 
Water makes me wet, not deaf. I can still tell the difference between the sound of "nothing" and the sound of a child playing the piano with a basketball. I can also hear you tattling at the top of your lungs. I'm choosing NOT to answer you.
 
Don't call your dad at work and tell him I am unconscious in the bathroom. He didn't appreciate it last time. He won't appreciate it even more this time. Trust me.
 
No matter how much I would like it, water does not make me forgetful. I remember who you are and why you are grounded. No, you can't go to Sarah's house to play. No, you can't go to Sarah's house to use the bathroom. If someone is in the other bathroom, you will just have to think dry thoughts and wait. Unless you have four feet and a tail, do not even think of going outside to "water" the lawn. I know the dog does it. The neighbors don't feel the need to call me when the dog does it.
 
Unless the house catches on fire, stay inside and keep the doors locked. Do not go outside and throw rocks at the bathroom window to get my attention. I know it works in the movies. This is reality, the place where people don't like to sit in a tub while rocks and broken glass rain in on them. Do not set the house on fire. Call me if there is an emergency.
 
Emergencies ARE:
1. Dad has fallen off the roof.
2. Your brother/sister is bleeding.
3. There's a red fire truck in front of our house.
Emergencies are NOT:
1. Dad has fallen asleep.
2. Someone on TV is bleeding.
3. There's a red pickup truck in front of our house.
 
One other thing: Being forced to use the last roll of toilet paper for a towel does not make me happy. It makes me sticky with little white polka dots. In the future, when the tub overflows, use a mop to clean up the water instead of every towel in the house. For my sanity's sake, let's pretend it was the tub, okay? No, I don't want to hear the real story. Ever. Especially not while I'm standing in the pool of water you missed.
 
By the way, all Play-Doh experiments are hereby canceled.
 
Be good. Entertain yourselves. Yes, you can do both at the same time. Try coloring, playing a game, or paying that stack of bills on the coffee table.
 
I'll be out soon. Maybe.
 
Love,
Your Mom

Abbott & Costello on Computers

My Father-in-Law sent this to me today.  I hope it makes you laugh as much as it did me.

 

Abbott & Costello on Computers

ABBOTT: Super Duper computer store. Can I help you?
COSTELLO: Thanks. I'm setting up an office in my den, and I'm thinking about buying a computer.
ABBOTT: Mac?
COSTELLO: No, the name's Lou.
ABBOTT: Your computer?
COSTELLO: I don't own a computer. I want to buy one.
ABBOTT: Mac?
COSTELLO: I told you, my name's Lou.
 ABBOTT: What about Windows?
 COSTELLO: Why? Will it get stuffy in here?
 ABBOTT: Do you want a computer with Windows?
 COSTELLO: I don't know. What will I see when I look at the windows?
 ABBOTT: Wallpaper.
 COSTELLO: Never mind the windows. I need a computer and software.
 ABBOTT: Software for Windows?
 COSTELLO: No. On the computer! I need something I can use to  write proposals, track expenses, and run my business. What  do you have?
 ABBOTT: Office.
 COSTELLO: Yeah, for my office. Can you recommend anything?
 ABBOTT: I just did.
 COSTELLO: You just did what?
 ABBOTT: Recommend something.
 COSTELLO: You recommended something?
 ABBOTT: Yes.
 COSTELLO: For my office?
 ABBOTT: Yes.
 COSTELLO: OK, what did you recommend for my office?
 ABBOTT: Office.
 COSTELLO: Yes, for my office!
 ABBOTT: I recommend Office with Windows.
 COSTELLO: I already have an office with windows! OK, let's  just say I'm sitting at my computer and I wan t to type a  proposal. What do I need?
 ABBOTT: Word.
 COSTELLO: What word?
 ABBOTT: Word in Office.
 COSTELLO: The only word in office is office.
 ABBOTT: The Word in Office for Windows.
 COSTELLO: Which word in office for windows?
 ABBOTT: The Word you get when you click the blue 'W.'
 COSTELLO: I'm going to click your blue 'w' if you don't start with some straight answers. What about financial  bookkeeping? You have anything I can track my money with?
ABBOTT: Money.
 COSTELLO: That's right. What do you have?
 ABBOTT: Money.
 COSTELLO: I need money to track my money?
 ABBOTT: It comes bundled with your computer.
 COSTELLO: What's bundled with my computer?
 ABBOTT: Money.
 COSTELLO: Money comes with my computer?
 ABBOTT: Yes. No extra charge.
 COSTELLO: I get a bundle of money with my computer? How much?
 ABBOTT: One copy.
 COSTELLO: Isn't it illegal to copy money?
 ABBOTT: Microsoft gave us a license to copy Money.
 COSTELLO: They can give you a license to copy money?
 ABBOTT: Why not? THEY OWN IT!
 (A few days later)
 ABBOTT: Super Duper computer store. Can I help you?
 COSTELLO: How do I turn my computer off?
ABBOTT: Click on 'START' ...

Black Belt Mentality for Running a Successful Business

Last night both my kids tested for their next belt level in Karate.  As I sat there watching them, it dawned on me that there are a lot of similarities between training to get your black belt and running a successful business.

The first thing I noticed is that both need a system.  When the kids arrived at the dojo (school), they immediately go to the changing rooms and put on their gi (uniform).  Once dressed, they get their attendance card, and either sit on the deck or the stairs until their class starts.  Once in class, all the students line up according to belt rank and “bow in”.  After that, stretching, then katas (individually performed sequences that combine a variety of kicking, punching and blocking techniques) as an entire class, then they break off into smaller groups to work on katas specific to their belt level. At end of class, they line back up, “bow out” and then head back to changing rooms to change back into street clothes and then go home.  It’s a routine, it’s an automatic process.  The kids, even the littlest ones at age 4 and 5, know the system – they don’t even think about it anymore, its an automatic reaction the minute they enter the building.  Because there are so many kids coming and going from one class to another, if there was not system in place, there would be mass chaos and nothing would get accomplished. 

The same is true for a business.  Without the proper systems in place, a business will not run smoothly.  Major tasks will take longer than needed, minor tasks will get lost in the shuffle.  With proper systems in place, a business should be able to run without the owner even being present.  Such systems would include lead generation & follow up, new client management, current client management, backup (both physical and internet based), internal processes (such as AR/AP, team management, marketing, etc.), and any other major task needed to run your business. 

The next thing I realized is that, with Karate, there are many milestones and celebrations.  When first starting out, all students are at the white belt level.  They train for a few months, then test for the next level belt.  There is always a big celebration after each test.  Family and friends all come out, and make a big deal of the kids who passed.  The same is for the next level belt and so on, all the way up to the black belt level and then we, as a karate dojo family, have a big party to celebrate this milestone.  But there are many belt levels and mini-celebrations up to the black belt test. 

Owners are generally great at creating a long-term goal for their business, a vision.  It’s the little milestones that we tend to overlook.  Establishing a 5 – 10 year plan is something every business should do, but then take that plan and break it down into smaller pieces and make sure to celebrate when you reach those mini-milestones.  Have a party of your own, purchase that something special you have been wanting, get out of the office for a few days, get a massage –just make sure to recognize that you have made it that far and the long term goals wont seem so far away.  Imagine, if a white belt student only focused on getting their black belt, which is not something that happens over night, they may get overwhelmed by the task and never get there.  Small steps and big celebrations, that’s the key.

Another similarity between karate and running a business, is you can’t do it all by yourself.  Our Sensei (teacher) is the head, the heart beat, of the entire dojo, however, he has other students that help out when needed.  It is understood that if Sensei is not in the class, then the next highest ranked student (based on belt level, called a Sempi) is to lead that class.  The respect is still the same, and the class is run in the same way that Sensei would have run it had he been there (goes back to having a system – all students know how the class is run, and is run in the same basic format each time).  Obviously Sensei cant work one-on-one with all the students at the same time, so when he does lead the class, he will call on the higher ranked students to work with the lower ranked students in groups.  This allows him to go from group to group, or work with one student at a time knowing the other students are still being looked after.  Sensei also has someone else run his office management tasks (parent liaison, new student set up, phones, and supplies, pretty much anything that needs to be done to keep the dojo open).  This frees him up to do what he does best – teach! 

The truly successful business owners know they cannot possibly fill all the roles that it takes to operate a business.  They either hire employees to handle what I call the “back office” tasks, or they outsource.  Anything from bookkeeping to marketing (both online and print) to phone answering to systems creation to travel plans and everything in between – all of which can and should be done by someone other than the owner, the visionary behind the business.    Do what Sensei does – do what you do best (grow your business) and let others help you with the rest.

As I was writing this, I realized there are many more comparisons I can make between the road to getting your black belt and running a successful business.  Things like showing respect to not only your peers, but to those outside your business (or dojo) as well.  Or being accountable for your actions (Sensei is big on this one).  Or giving back to your community.  Or the discipline. Or…..list could go on and on.

We truly believe our children are better off today because they started karate 3-years ago.  And I know my business is better off by implementing the same traits that I described above.

So what is your comparison?  By what standards are you holding your business to?  I know I want my business to have a black belt mentality – how about yours!

Defining the VA Industry - Examples

To help you further understand the different classifications to the VA industry as described in the previous post, here is an example of how I see a client using each type of VA classification:

- Client Jane is a Business Coach.  She needs someone to handle her basic administrative tasks like scheduling appointments, invoicing clients; some travel plans from time to time, sending out welcome packets, etc.  She needs someone to have minimal contact with her clients.  Client Jane could use a Virtual Assistant.

- Client Joe is a Real Estate Agent who only needs someone to go into his lead generation system and process his leads.  He wants a daily report waiting for him every day when he gets into his office.  Client Joe could use a Staffing Agency or a Virtual Assistant.

- Client Max is an author and speaker who needs help with scheduling his speaking gigs, setting up appointments with publishers, proof reading, email monitoring, website maintenance, blog upkeep, social networking monitoring, travel plans, bookkeeping, and the list goes on.  All of these things a traditional VA or even several VAs within a Staffing Agency could do, Client Max really needs someone to get inside his head, be one step ahead of him, create and document the systems needed to maintain his business and facilitate the team that is needed to make this all happen.  Client Max wants someone to head all of this up so he can focus on what he does best – speaking and writing.  Client Max needs a Virtual Business Manager.

If you are interested in working with a VA but are uncertain of what direction you want to go, feel free to contact me for a free consultation.  I would be more than willing to talk it through with you to help you pick the best route for you and the success of your business.

Defining the VA Industry

By now you have no doubt heard about the latest craze in the business world – Virtual Assistants (VAs).   But I am going to go out on a limb here and suggest that you have been misinformed of what this industry is all about.

Do a quick Google search on the term Virtual Assistant.  You will find that there are a bazillion entries that come up.  Ok, maybe that is exaggerating a bit, but you know what I mean.  Take a closer look though.  You will have links that give you information on the

VA industry, links that are for the VAs themselves (training, programs, etc.), links that point to websites claiming to be VAs who can’t even turn on a computer (sorry, had to vent there a bit), overseas VAs, VA staffing agencies, call centers - the list goes on and on.

There are so many different types of businesses classifying themselves as Virtual Assistants, no wonder you are confused as to what is what.  To help you understand the VA industry a bit further, here are a few definitions to keep in mind. 

A Virtual Assistant is–

- Someone who runs a business and they are the only entity in that business.  Meaning, they do all the tasks themselves for their clients with the exception of specialized tasks such as web design, graphics design, etc.  of which, they would sub-contract the work out.

- Someone who has more than one client. Only one client stipulates you are an employee in the eyes of the IRS

- Someone who provides more than one type of service. Traditionally, VAs perform administrative tasks such as word processing, desktop publishing, calendar and email maintenance, meeting  set up, industry specific tasks, travel plans, etc.  However and here is the kicker – to be called a VA, they should be doing more than one type of task for their clients on a regular basis.  For example, someone who only does bookkeeping is a bookkeeper; someone who only does web design/maintenance is a web master, someone who only provides transcription is a transcriptionist, etc.  However, that does not mean to say that the VA can’t specialize in one area, but they should also be providing other types of services as well.

- Someone who can be physically located in any part of the world. Yes, there are some very good VAs located in other countries, just be careful to find the best one that fits your business needs, and not just on price. More on “over-seas VAs”  in the section below.

- Paid directly by the client.

- Someone who work best with a small number of ongoing clients, typically on retainer

A Virtual Staffing Agency is –

- More like the “Kelly Services of the VA industry” (temp agency).  These are traditionally huge conglomerates made up of several thousands of “VAs” .

- There are a few US/Canada based VSAs that run using VA contractors compared to employees.

- This is where I would also classify a good portion of the” over-seas VA” companies that you see popping up all over the internet thanks to Tim Ferris his 4-Hour Work Week book.  These companies run physical offices where their employees come to work every day and perform the tasks assigned to them. 

- The client pays the Agency; the Agency pays the staff or team.  Therefore, someone who works for/with a Staffing Agency, the Agency is their client, and not the end user.  So, if that someone is only working with/for the Agency, an no other outside clients, then they are considered an employee by the US Government standards, and should not be referring themselves as a VA, regardless of how many “clients” the Agency assigns to them. 

- Traditionally, the services are paid at a lesser rate than that of an individual Virtual Assistant, but not always the case.

- Agencies tend to have a high volume of short-term clients, or clients that only want one or two things done on a routine basis.

A Virtual Business Manager:

- Is a relatively new term in the VA industry

- Takes all the things that a VA does (admin tasks, etc.) and bumps it up a notch.

- Creates, documents and finds the means to implement systems to run their clients businesses

- Creates a team of VAs to support their clients (Multi-Team VA), but is on a much smaller and intimate scale than that of a Staffing Agency

- Tends to have a higher degree of Internet marketing knowledge or have someone on their team that does this for them

- Oversees all the back-end aspects of their clients businesses, even acting on their behalf when needed

- “Partners” with their clients in their clients success

- Acts as the “big picture” voice in their clients business

- Is best when the business owner needs something more than your “every day VA”

- When the client pays the VBM directly, and the VBM pays any associates that may be needed on a regular basis.

So which type of VA is best for you?  Well, that depends on what you are hoping to get out of your VA relationship, and only you can decide that for sure. 

Wach for examples of how a client could use each level of VA in an upcoming post.

If you are interested in working with a VA but are uncertain of what direction you want to go, feel free to contact me for a free consultation.  I would be more than willing to talk it through with you to help you pick the best route for you and the success of your business.

Motto of a Powerful Woman

Questions on Pricing

Fellow VA, Dona Pearce, shared this great article with me today.  Thought it was worth sharing.

The Marketing Minute, a weekly report by Marcia Yudkin

"Why does Report A, with 292 pages, cost less than Report B with 129 pages?"

"Why does your X service cost $997?"

"How much time do you spend on Y for $2,295?"

When you get questions like these, act like a sphinx.  Smile.  Change the subject.

Not every customer question deserves an answer, and these demand to peek into the sanctum of your business, where you keep preferences, procedures and strategies.  Those belong to you and you alone.

In addition, such questioner curiosity shines attention on factors that you don't want customers focusing on.

As Mike Schultz and John Doerr put it in their RainToday.com 2008 fees and pricing report for consultants:  "The more the conversation focuses on the underlying components of the price and price structure, the less it focuses on value, quality and outcomes."

You want customers to care not how efficiently you work or what you pay contractors and employees, but how they benefit from what you do for them.

Value, quality and outcomes:  Keep buyers' eyes on that trio!